JOB SUMMARY

• The librarian will be responsible for the organisation, digitisation, maintenance, and secure management of archives and records.

Key responsibilities

Archiving & Records Management

• Organise and maintain the company’s physical and digital archives to ensure accurate record-keeping and easy retrieval.
• Digitise paper records and ensure proper tagging, indexing, and filing of documents in the electronic storage system.
• Assist in the development and maintenance of a standardised document naming and filing system.
• Maintain confidentiality and integrity of all archived documents, especially sensitive College records.
• Conduct regular audits of stored documents to verify completeness and compliance with archival standards.

Data Management & Digital Maintenance

• Operate scanning, digitisation, and other relevant equipment for converting paper files to digital formats.
• Ensure that digital archives are regularly backed up and stored securely according to the College policy.
• Monitor the condition of physical records and recommend measures for preservation and proper storage.
• Coordinate with IT personnel to maintain secure access, storage space, and retrieval protocols for digital archives.
• Troubleshoot minor equipment or software issues related to digital archiving systems.

Support Services & Reporting

• Assist staff and departments in retrieving requested documents and information from the archives.
• Maintain a log of document requests and file movements to prevent loss or misplacement.
• Generate periodic reports on archival updates, digitisation progress, and storage usage.
• Support special archiving projects or audits as assigned.

Required Skills & Competencies

• Strong organisational and digital filing skills.
• Attention to detail and ability to maintain data accuracy.
• Basic proficiency in document management systems and the Microsoft Office Suite.
• Ability to handle confidential information with discretion.
• Good communication and interpersonal skills.
• Familiarity with basic IT tools and scanning equipment.

Qualifications & Experience

• A degree or diploma in Library Science, Records Management, Information Technology, or a related field.
• At least 1–2 years of relevant experience in digital archiving, records management, or a similar role.
• Experience working in a structured administrative or academic environment is an advantage.
• Basic understanding of data protection and document preservation principles.